GRA Medicine Collection Guide

This page contains information specific to Grace Hospital Medicine collection only. See GRA General Collection Guide for information related to all Grace Hospital collection, and see Medicine Curriculum for information to all-site ICU data collection.

Areas of Data Collection at the Grace

3 North (N3) CTU

see also GRA N3

• working space is available in the conference area between 3 North & 3 South directly down the hallway across from the south elevators
• admission/discharge book which is kept to the right of the computer monitor at the clerk desk

Transfer time from Releasing time to care project

3 North is participating in the trial of a program called Releasing Time to Care, an initiative that tries to diminish the amount of charting and communications required by nursing so as to release more time for them to give hands on care. A large part of the program requires all disciplines to continually update multiple fields on a large white board at the main nursing desk, so that information is available at a glance to all health care disciplines. One of the fields contained on the board indicates whether each pt is medically stable (indicted by Yes/No); this information is communicated to nursing by the physicians/housestaff when the pt becomes medically stable. As per discussion with Trish June 4/14 following the Team Meeting, this feature can be used by Data Collection to indicate a transfer ready date in Access. This will require that the Collector on 3 North refer to the board during each workday to see whether the medically stable status of any pt has changed. If so, the date can then be recorded as the medically stable date for purposes of collecting a transfer ready date.

5 North (N5) NTU

also see GRA N5

• ward admission/discharge binder is kept with the binders to the far left of the ward clerk's station at the main desk
• There is ongoing construction on the unit and therefore it is difficult to find workspace.

3 South (W3) NTU

also see GRA W3

• ward admission/discharge book is kept on the counter to the right of the computer monitor
• work space is available in the conference room between 3 South & 3 North, or in the tiny storage room across the hall from the conference room

Medicine Overflow

OVER

• patients are admitted into off-service beds throughout the hospital and are difficult to track.
• Maureen in Health Records prints a daily Admission Register from her EPR which includes Medicine, Critical Care, ER & elective surgery admissions. We compare the Admission Register to the Medicine ward censuses in our EPR to make sure all admitted patients are accounted for, and this is where any EMIPs will be picked up. The admission register can picked up by the Data Collector covering N3 in Health Records when we are there each day when in hospital.
• pts. that are admitted into an overflow bed on an off-service unit are assigned a pt. location as follows:
• if the pt. belongs to the teaching service, the pt. location will be GRA_N3 with variable 5 OVZ
• if the pt. belongs to the non-teaching units, the pt. location will be GRA_N5 with variable 5 OVZ

Who collects "OVERs"

Each collector will collect for any patients admitted under their ward physician i.e. If a Medicine patient is admitted under the GAP Physician who is currently admitting to N5 ward and there is no bed available on ward N5 then the patient will show up on the Physician census generated daily by EHealth/Patient Registry for N5, and the N5 collector will collect the data.

Med Var 5 OVZ

Patient that are OVER's will have the code OVZ entered into Med Var 5

EMIP start date

• November, 2010
• for definition go to EMIP article.
• the EMIP census will also be generated as above in Health Records
• we keep an EMIP tracking record on the office bulletin board. The EMIP patient names are listed after being found on the daily list from Patient Registry and then crossed off once they have been located on one of our other census lists.
• tracking and data collection is done by N3 collector.
• separate log sheet is kept at the back of the N3 binder.
• data for EMIP's is entered into N3 laptop and files sent with N3 files.
• Site and location is entered as: GRA_EMIP.

Other Grace Hospital Wards

• 2 South (S2) Orthopaedic Surgery: ward clerk is Donna Cruikshank
• 4 West (W4) PANSU: ward clerk is Barb Yake
• 4 South (S4) General Surgery: ward clerk is Mary Gillingham
• 4 East (E4)- (NG)- Transitional Care Unit- see NG
• 5 South -as of January 7/16 Psychiatry patients from 1 North (N1)who were previously housed in the Psych building are now moved over to the main building and are on 5 South
• Grace Hospice - is a Palliative/End of Life Care facility located on the ground of Grace hospital but is not accessible via tunnel system; ward clerk is Pat Gyles
• the Grace is currently an active construction zone as the new MRI building is under construction at the east end of the building; the MRI building is being added to the existing diagnostic imaging wing across from Health Records
• 2016-2017 the building that housed the Psychiatric facilities will be demolished and a new Emergency Department will be constructed on this site.

Medicine Physicians

• all Medicine areas rotate Physician coverage which changes bi-weekly on Monday; there is an up to date on-call schedule available on each laptop desktop
• Medicine Program Chief is Dr. E. Cowden, local 2144; her administrative assistant is Erva Ritson, local 2588
• the CTU on N3 is attended by Drs. B. Johnson, E. Cowden , M. Kramer, M. Selaman, W. Ip, N. Matthews, R. Hamedani, S. Narasimhan, T. Sochocki , N. Ramadan, J. Laxton, G. Drobot, & S. Lam
• N5 and W3(S3) are attended by the GMU Attending Physicians commonly referred to as GAP: Drs. G. Borrett, R. Macek, J. Joshua, and R. George
• we do not follow Dr. Harris' pts (Oncology) but you will find them on N5 & W3

Responsibilities of Medicine Data Collectors

Grace Data Collectors

The area of responsibility of each Medicine Data Collector is flexible and is determined by the workload of the wards when considered as a whole.

• currently one collector is responsible for collecting on 5 North (N5) AND 3 South referred to as (W3) and OVER's for non teaching patients:Kelsey Brunton
• second collector is responsible for collecting on 3 North (N3) CTU & OVER's for teaching patients & EMIP: Stephanie Cortilet
• Other staff that can do shifts at Grace: Lisa Kaita, Lois Bilesky. Fran Lindell will be oriented to Grace at some point.

We communicate regularly and attempt to even out the workload by the less burdened collector completing collection on discharged patients from the busier areas, +/or entering the already collected data for the busier units on the laptop while the other collector continues to collect

Medicine Admission/Discharge Date & Time

is found on the pink Admission Summary sheet at the beginning of the chart and is recorded by Patient Registration on notification by Emergency that the patient has been accepted for admission by the Medicine physician on call, and by Health Records according to the discharge information found on the chart

Transfer Link Times

Transfer time from ER and inter-facility is taken from the EPR Registration>Visit Location>Location History

When a patient is transferred to or from another ward that participates in Data Collection, we also use the tie in the EPR Registration>Visit Location>Location History. The time in the computer is used for the discharge. Add 5 minutes to the discharge time and this is the admission time for the receiving unit.

Serial Numbering for N5_W3

For changes starting week of February 20, 2012 go to: Serial_Numbering_for_GRA_MED_N5_W3